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Dates and forms of the course

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This page describes how to create and maintain event dates in the ekvv. You can access a detailed description of the individual input fields directly via the help page integrated in the ekvv (via the "Open help" link)

To edit appointments, you need BIS approval for employees and (just as for entering events) "ekvv input rights". This page shows who has this right in each Faculty ("Persons to contact for corrections and room bookings").

You can access the entry of course dates for a course already entered in the ekvv from the detail view (under the link "Edit dates") or you can switch directly to the entry form for dates when creating a new course after entering the basic data.

Generally

On the one hand, the creation of dates for a course has the function of displaying in the public ekvv when a course is taking place. At the same time, entering course dates also records and coordinates requests for course rooms from the central room scheduling system. You will therefore also find a query about the required room resource for face-to-face events in the event date entry. Read more about the organisation of room scheduling for courses here: "Room scheduling"

This page explains the technical support for room scheduling: "Booking rooms".

Any number of date entries can be added to a course. In the simplest case of a weekly seminar, it is sufficient to fill in the appointment form once. The system will then generate a series of individual appointments that take place regularly on a weekly basis during the semester. However, if you want to add a one-off excursion date to the weekly event, for example, you will need to complete the form a second time.

When entering event dates, you first select from three different event formats, which control the entry forms for the dates. The selection of event formats does not refer to the event itself, but to the date or series of dates to be entered.

Courses forms

The following event formats are available per appointment (series):

"takes place on site": the event or series of events takes place exclusively in person. For appointments with this format, a room can be requested from the central room scheduling system.
"takes place online": the appointment or series of appointments takes place exclusively online. For appointments with this format, teaching staff, instructors, lecturers can add a link to the video conference to the course, which is only visible to course participants after registration in the ekvv. This helping page explains how Zoom meetings can be linked to events in the electronic course catalogue (ekvv): "Linking ekvv with Zoom"
"takes place on site and online": the appointment or series of appointments takes place on site and is also broadcast online (e.g. via streaming or recording). At the university, many seminar rooms and Lecture Halls are equipped with so-called DTEN-D7 devices that allow participants to "join in" from outside via an extra screen. How this works is described on this page: "Linking a DTEN device to an event"
If an event is to consist of online appointments with individual attendance blocks, a series of appointments "takes place online" is first created and then supplemented by appointments "takes place on site".

Takes place on site

You can request an event room from the central resource for all appointments that take place "on site". The room is "ordered" via the ekvv by saving your room requirements for the event and indicating that you need a room. The ekvv is used to coordinate the room requests of all Faculties with the available rooms.

The room scheduling process is described in detail on this page: Room scheduling

Takes place online

For events that take place exclusively online, only date and time information is requested. If the event format requires it, date information can be entered here. If the event takes place independently of time (e.g. in the form of self-study or as a recorded event), the fields for times and dates can also be left blank.

Takes place on site and online (hybrid)

This format means that an event takes place simultaneously in person and online, e.g. via streaming. Therefore, information on both the room and the online format must be entered.

Change

A fourth option is to alternate face-to-face and online appointments. As described above, several appointments or appointment series must be created so that the entry in the ekvv clearly shows which appointments take place in person and which online.

Exams as a separate type of course

You have the option of creating exams as separate individual dates for a course. Examinations created in this way are technically treated as an appointment of the course series in the ekvv, but are displayed to students in a special way in the ekvv. You can enter dates for written examinations from the detailed view of the course.

You can find more information on the various options for creating an exam in the ekvv on this help page: "Creating exams".